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Guidelines & Tips for Mentor Volunteers

This section was developed to assist mentors in understanding the philosophy, processes, and logistical details behind the Meet-a-Mentor program. Additional questions may be directed to Megan Pendergast at 716.645.2232 x114.

• Your Online Mentor Profile
• The Initial Contact
• Professional Conduct
• Tips for Your Meeting/Conversation
• Program Feedback

Your Online Mentor Profile

• Mentors are encouraged to keep contact information up-to-date by accessing their mentor profile online on our secure server (login box at right). If you have forgotten your password, please use the "Forgot password?" link, or email us.
• Career Services is concerned about your privacy. By clicking the appropriate boxes in your mentor profile, you can control how much of your contact information is viewable by users of the Mentor database. Because students today tend to prefer to communicate by email, we recommend you keep your email address visible, or use the "blind email" option. We do not sell or otherwise distribute mentor contact information.
• Be sure your "Job Description," "Career History" and "Notes" sections are detailed and complete enough so that students will have an understanding of exactly what it is you do, your career path and educational background, and how you can help. A friendly and informal message, such as: "If you have questions about xxxx, I look forward to sharing my experiences with you!" is appropriate and encouraged.
• Add a photo to your profile. Students are more likely to contact you if they see a kind and encouraging face! Email your photo (headshots up to 200 pixels in height & width work best) to Megan Pendergast.

The Initial Contact

• If a student or recent graduate thinks you are a good match for his/her needs (based on the information in your profile), he/she will contact you directly. Usually this happens via email, but it may also be a phone call or letter, depending on the contact information you have chosen to share.
• Emails will come either via our online forwarding system or directly from the student. Either way, the words "UB Mentor Program" should appear in the subject of the email.
• When responding to a request for assistance, be sure to establish specific goals and expectations together with your mentee. For example, if a student asks if you can help find them a job, you might respond that you are more than happy to share advice, names of contacts and professional organizations that will assist them in their job search. Or, that you can help them improve their resume or interviewing skills. The mentoring experience will be more enjoyable if you are both "on the same page" from the start.
• If you and the mentee are in nearby geographic locations, you are encouraged to take the initiative in suggesting a meeting place, date and time. Sometimes students will be hesitant about meeting face-to-face; however, this is a valuable learning opportunity for them and all they may need is a little encouragement. Your workplace might be the most appropriate meeting place, but neutral locations such as a coffee shop, inexpensive restaurant, or public space on campus (whatever is mutually convenient) can work just as well.
• If you and the mentee are not geographically close by, you may wish to make an appointment to speak by phone, or you might prefer to simply exchange emails as needed. We do encourage telephone contacts (again, because it is a valuable learning experience). The mentee should call you on the appointed day and time (and not the other way round).

Professional Conduct

• Students and recent graduates who are inexperienced with professional conduct may require extra patience on your part. Email is the usual culprit - casual emails, sloppy punctuation and spelling, and so on. If a mentee behaves in a less-than-professional manner, we encourage you to take this "teachable moment" and offer him/her some constructive feedback and advice.
• If you encounter any uncomfortable situation that requires intervention on our part, don't hesitate to contact Megan Pendergast at 716.645.2232 x114.

Tips for Your Meeting/Conversation

• Only one meeting/conversation is expected, unless it is mutually agreed that continued contacts will take place.
• If meeting at your place of employment, a tour of the facilities may be appropriate. You may wish to introduce the student to your co-workers when possible.
• If your meeting involves a meal, coffee, etc., "dutch treat" (each pays his/her own way) is expected.
• Offering information about your career history can help put a student at ease. You may want to discuss specific skills (personal, technical) or post-graduate training that have enhanced your career successes. Since students are trying to learn as much as possible about your career path, providing a copy of your resume and/or position description might also be helpful.
• Questions about the student's current academic program are appropriate. Connections that can be pointed out between coursework and practical applications are critical. In many cases, the student may not have even selected a major area of study, but is simply exploring career options. You may also want to discuss extra-curricular activities or special interests in which the student is involved, as well as which other career options they are exploring, to help them assess their motivations and career direction.
• Try to think of things you wish you had known before graduation, and share this with the student/recent graduate in terms of expectations vs. realities.
• Many students and alumni may be asking for advice on how to refine their resumes. Since they are not required to turn in a resume to participate in this program, you may want to ask them upon initial contact to email you a copy of their resume for your reference.
• Identifying specific professional organizations that can further the student's career goals, or providing referrals to other appropriate individuals for further career guidance, is valuable assistance.
• Share trade publications or your corporate literature. Company mission statements, policies and objectives, or planning documents that can be shared may be valuable to a student/recent graduate considering your field.
• While students might ask you to "keep your ear to the ground" for opportunities, you are not expected to help the student or alumnus find specific employment - however, do share your knowledge of the types of jobs available in your profession, current hiring and industry trends, and procedural information about hiring that is unique to your profession.
  Note: Should you encounter a situation in which the student/alumnus is asking you to help them get a specific job, or is making any other inappropriate requests, please don't hesitate to educate the student about the purpose of the mentor program. Let us know if you have any concerns.
• Although not required, you may want to leave your business card and encourage further questions after your meeting. Additionally, while not required, feel free to refer the student/alumnus to others in your personal or professional network that might be interested in helping out.
• Don't hesitate to make a referral to Career Services if you feel your mentee would benefit from career counseling or advisement. You may wish to familiarize yourself with our services.

Program Feedback

• After you have contact with a student/recent graduate, be it via email, telephone, or in person, please fill out our Mentor Contact Evaluation Form to tell us about your experience. This is one of the ways we monitor program participation and assess the effectiveness of the program.
• There is a separate feedback form for mentees. Please emphasize to your mentees the importance of providing their feedback about their experience with the program.
• Again, if you have additional questions or concerns related to your participation in the Mentor Program, please contact Megan Pendergast at 716.645.2232 x114.

Thank you for your continued support of UB students and recent graduates! We hope you enjoy serving as a mentor volunteer.